Student

Administration, Program Support Officer or

Student via online portal, Student Management System CRM

The Trainer / Assessor must ensure that a copy of the student’s LLN and digital capability results letter is placed in their file and retained digitally within CRM.

Copies must be retained in accordance with the Records Management Procedure.

Identify if the applicant has achieved LLN and digital capability skills and the required ACSF level.

If the applicant has been identified as “working towards” the required ACSF level, refer to Appendix 1 for guidance in interpreting student results.

Applicants eligible for VET Student Loan (VSL) applying for a Diploma qualification who do not hold a year 12 qualification must be ‘working at level 4 / exit level 3’ in the ACSF in both reading and numeracy or they will not be able to defer fees to VSL. (Refer to Section 2 – LLN and Digital Capability Review)

If the student is identified as “working towards” the ACSF level, the LLN review score obtained by the prospective student should be recorded on the pre-training review form as ‘x’ of ‘y’ questions correct.  Any additional support offered to the applicant must also be documented on the pre-training review.

Any gap between the applicant’s digital capability and the requirements of the course should also be noted on the pre-training review.

Applicants intending to enrol into certificate course levels I to IV, that do not achieve the determined ACSF level may be granted enrolment into the desired VET course with some additional LLN support arrangements such as selected units from LLN support or additional coaching or may be recommended to apply for an alternative course of study such as an appropriate foundation skills course and reapply to the intended course at a later date. This is determined by the trainer conducting the pre-training review in accordance with Appendix 1 and should be noted on the pre-training review online form in CRM.

Considerations should be given to the industry requirements and the student’s previous experience working in the industry area.

Refer to Appendix 1: Determining Learning Support Options for VET students.

Where an applicant is identified as ‘working towards the required ACSF level, the trainer must document details of additional support offered. If the trainer determines that no additional support is required, a clear rationale for the decision is noted via the online application in the CRM.

In addition, Section 7, ‘Employer Pre-Training Review’, must be completed for Trainees and/or Apprentices. ATSOs are responsible for obtaining this and putting into the student file.  See Australian Apprenticeship Traineeship Delivery (VET) Procedure.

Federation TAFE Program Areas may, at their discretion, request a pre-training interview with prospective students.

If funded as VTG student, ensure that applicant is aware of funding eligibility requirements as specified by VET Funding Contract. A VET Student Loan (VSL) Information Booklet is available from Student Administration and should be provided to students. Notification will be provided via CRM to the applicant of funding eligibility requirements.

Program Areas may request selection and suitability interviews, if required.

Check the criteria as below

Where an applicant’s evidence is verified through the appropriate portal to the Document Verification Service, evidence is retained and can be recalled by providing appropriate people with access to the Student Administration software. A student declaration maybe be used if a does not want their personal details kept on record.

Where an applicant’s evidence is verified manually in person, copies of all required VTG evidence must be made and certified, dated and attached with applicant’s enrolment form.

Where VTG evidence is sighted in person, copies of VTG evidence must be sent to Student Services to be held with the student enrolment file.

All copies of VTG evidence are to be retained in the CRM system.

Staff member populates the Statement of Fees Generator (Microsoft Form) with details relevant to the applicant and submits.

Statement of Fees file will be emailed direct to the staff member.

Data within the Statement of Fees is maintained by Student Finance.

Prior to the commencement of training, the Training Provider must give each Skills First Student a Statement of Fees that includes, at minimum:

This is automated with CRM, and students will be given an indicative statement of fees after their application is completed.

Each Statement of Fees must be individualised for each enrolling student and include the student’s name.

An invoice will be generated after the student accepts their enrolment and sent to their Federation University student email address and is available via MyStudent Centre.

A VET Student Loans (VSL) Information sheet is available from the Student Fees website and must be given to all students in a VSL eligible course during the pre-enrolment process.

The information sheet developed by Student Finance is attached to a student’s offer letter/email in CRM.

Link to Studyassist

Program Manager

If there are issues with the currency of the course or details have not been correctly entered refer to the VET Program Approval and Maintenance Procedure AG1334.

If the course is transitioning, expired or ceased the Program Manager is required to seek approval for any enrolments into these courses. The request must be initially approved by the Director, Skills and Education Delivery.  This approval is then communicated to the Program Manager and Student Administration to allow the enrolment.

Tuition fees must have been approved and published.

For information on how to apply refer to http://federation.edu.au/future-students/study-at-feduni/apply/domestic/how-to-apply/applying-directly-to-feduni/tafe-applications

Students may seek advice from Program Areas in completing the admission application.

Note: If using a manual enrolment form, the application form is part of the enrolment process.

The Selection Officer is an approved RTO delegate. This is an employee of the RTO who has been formally delegated this function from the CEO or equivalent. Written evidence of such delegation must be recorded and retained.

An authorised RTO delegate is an approved delegate who has authorisation to sign and approve a manual enrolment form and complete the online eligibility. Authorised Delegate Form

A list of authorised delegates is maintained by TAFE Student Administration.

Managing diversity requirements should be taken into account.

Where training and/or assessment is provided to an eligible individual the individual must be physically present in the State of Victoria or within specific postcodes near the borders at ALL times at which are undertaking the training and/or assessment. You can rely on the postcode the student provides as their home address to check whether they are in an identified border region.

Where an eligible individual is temporarily located interstate or overseas for a defined period as part of an industry or practical placement associated with their training, up to 50% of the total scheduled hours applying to the training and/or assessment in which the individual is enrolled may be delivered online during the period the individual is interstate or overseas.

All students must undergo Pre-Training Review and LLN testing prior to enrolment as part of the application process.

These steps are outlined earlier under VET Pre-Enrolment and completed through the CRM.

All students under the age of 18 must have their enrolment countersigned by a parent/guardian.  This also applies to apprentices and trainees.

Under 18 parent/guardian consent form

To receive an exemption from school attendance, an individual must participate in training on a full-time basis or participate in a combination of training and employment.

Prior to enrolling a student who will be under 17 years of age at the time their training commences, the RTO must sight and retain evidence the student has been granted an exemption from attendance as follows

a) If the student has completed Year 10 the RTO must sight and retain a copy of the signed and completed endorsement page from the ‘Exemption From School Application’ form OR correspondence or a certificate signed by the School Principal or a Department Regional Director

b) if the student has not completed year 10 the RTO must sight and retain a copy of correspondence or a certificate signed by the Department Regional Director

c) is not currently, or has never been, enrolled in a Victorian School (for example, students enrolled in home schooling, or students who have moved to Victoria from interstate or overseas) the RTO must sight and retain correspondence or a certificate signed by the Department Regional Director. 

For a) b) and c) the RTO must ensure it identifies the RTO and the training to be undertaken OR identifies the relevant employer if the student is to undertake an apprenticeship/traineeship.

Note:  If the student stops attending training and is at the time still under 17 the RTO should notify the relevant Regional Office of the Department to inform them the individual is no longer attending training.

Students can enter their current concession card details in their online application or present a physical copy to a Federation University staff member approved to sight and complete concession card declarations.

The University will allow a grace period of up to 60 days to enable the student to present a valid concession card, dated on or before the commencement of training.

The original card must be sighted and a declaration retained on the students file in Student Administration indicating the date it was sighted.

The declaration must show:

The RTO must check a student’s entitlement for a fee concession as part of enrolment and PRIOR to the commencement of training

Selection should be undertaken based on the course selection criteria.

Eligibility Guidelines, evidence and enrolment requirements for government subsidised training can be found in the current Dual Sector VET Funding Contract Skills First Program. 

Information on government initiatives can be found in the current version of the ‘Guidelines About Eligibility – Skills First Program.  This provides information on government initiatives and courses where eligibility exemptions may be granted and the compliance obligations of the RTO.

The RTO will retain a transaction record showing eligibility was confirmed via the “Document Verification Service CRM” and store this document in the CRM.  Or if manual verification is required sight the original or a certified copy of the eligibility of evidence and retain a sighted copy of the documentation in the student's application via the CRM.

The RTO must inform the eligible individual how their enrolment will impact their access to further government subsidised training.

The RTO is required to sight and retain a copy of evidence that the student has provided, as part of the course’s accreditation, and meet any particular entry requirement for that course.

If the RTO has sighted and retained evidence of a student's citizenship and where relevant their age, it may use this evidence for any subsequent enrolments for that student, with only that RTO provided that:

The RTO must inform the eligible individual how their enrolment will impact their access to further government subsidised training.

Withdrawals - Re-commencing a subject enrolment after a withdrawal – Government funded units only.

When a student withdraws with attendance (hours attended) and comes back and recommences the same unit, you must reduce the Scheduled Contact Hours (SCHs) by the number of hours previously reported as Hours Attended.

All individuals undertaking nationally recognised training delivered by a registered training organisation need to provide their USI as part of the enrolment process.

This is the individual's education identifier for life.  It also creates an online record of the individuals’ training attainments in Australia

A USI is required to receive Commonwealth financial assistance ie. VET Student Loan as well as to obtain the qualification or statement of attainment.

Individuals can create their own USI and find out more information at www.usi.gov.au

If an individual does not have a USI they can give their consent to the University to apply for it on their behalf by completing the Unique Student Identifier (USI) Consent Form

If you wish to express a genuine personal objection to being assigned a USI, complete the Commonwealth Statutory Declaration form which requires you to outline your genuine personal objection and demonstrate that you are aware of the potential consequences of not being assigned a USI.

You must include all the information required in the Statutory Declaration, which you must sign before an authorised witness before sending to the Student Identifiers Registrar. You should note that if you do not provide all the information required in the Statutory Declaration form, you will be asked to submit a new complete form.

Students with exemptions are not eligible for Commonwealth Financial Assistance.

The full privacy policy, outlines the way in which the Student Identifiers Registrar will manage your personal information, including information on accessing or correcting your information.

See more about USI exemptions here.

All students must be provided with a statement of fees prior to enrolling.

When enrolment is finalised, the Student needs to review and accept the fees and confirm their enrolment in Campus Solutions.

The evidence of eligibility and student declaration must be completed in conjunction with the student by an authorised delegate of the University - this is an employee of the RTO who has been formally delegated this function from the CEO or equivalent and written evidence of such delegation is available at audit.

A list of authorised delegates is maintained by TAFE Student Administration.

Ensure eligibility evidence and declarations are provided and completed by both RTO delegate and student prior to commencement of training.

Students must commence training prior to the 31^st of December in the enrolment year to receive funding.

The training plan unit enrolment form and unit outline make up the training plan.

This must be signed by both the student and if applicable an employer of a student participating in workplace based training and the RTO delegate and filed with the student file in the Federation TAFE within 4 weeks of the commencement of training or 90 days for apprentices.

A signed copy must be provided to the student.

If a manual enrolment, ensure all eligibility evidence has been provided and declaration has been signed and dated prior to the commencement of training by both the student and RTO delegate.

Complete the Material Fee Form - selecting relevant material fees for the student.

The eCAF (electronic CAF) is generated by the Commonwealth Government eCAF website.  Eligible individuals are advised by email when their online application is ready for completion and submission.  The email is sent from the eCAF website and needs to be completed within the required timeframe and prior to the census date.

The following information and documents must be collected and verified in relation to a student applying for a VET Student Loan:

Individuals who have deferred their fees to a VET Student Loan will be advised by email to login into the eCAF system to complete a short survey to indicate their study intent and to confirm their continued engagement and participation in their course.  Failure to comply may affect the individual's ability to continue to defer their fees.  This is referred to as 'VET Student Loans engagement and progression'.

The RTO is to ensure students enrolling in a replacement course with the provider: